Data Entry Services We Provide
Our data entry specialists handle a wide range of input sources and data types:
- Form data entry — Transferring information from scanned or digital forms into your database or CRM
- Invoice and receipt data entry — Capturing vendor invoices, purchase orders, and expense receipts into your accounting system
- Survey and questionnaire processing — Entering survey responses and research data for analysis
- Document data capture — Converting scanned documents and PDFs into structured digital records
- Database updating — Cleaning, updating, and maintaining existing database records
- Spreadsheet management — Data compilation, formatting, and validation in Excel or Google Sheets
- CRM data entry — Entering and updating customer records, contact information, and interaction histories
- Product catalog management — Entering product details, descriptions, pricing, and specifications into e-commerce platforms
- Medical and legal data entry — Specialized data entry for healthcare records and legal documents with strict confidentiality protocols
Document Processing & Exception Handling
Capture software reads most documents on its own. What it cannot read, it sends to a review queue — and that queue is where our teams work. Inside your DMS or capture platform, not instead of it:
- Data extraction — Pulling key fields from contracts, invoices, claims, and forms into structured database records
- Classification and indexing — Categorizing documents to your filing taxonomy and applying the metadata that makes them findable
- Exception handling — Reviewing low-confidence OCR and auto-classification results, correcting errors, and resolving what the software cannot
- Retention tracking — Monitoring retention periods and flagging records due for review or destruction
- Compliance records — Keeping regulatory documentation and audit trails organized and complete
Accuracy and Quality
Data entry accuracy is non-negotiable. Our quality assurance framework ensures consistently high accuracy:
Double-entry verification. For critical data, two operators independently enter the same information. Discrepancies are automatically flagged and reviewed by a senior team member.
Automated validation. Where possible, we implement automated checks — format validation, range checks, and cross-referencing against existing data — to catch errors at the point of entry.
QA sampling. Senior team members audit a defined percentage of all entries against the source documents, tracking error rates and providing coaching to maintain standards.
Accuracy targets. We maintain accuracy rates above 99% across our data entry engagements. Accuracy metrics are tracked and reported to you regularly.
Speed and Volume
Our data entry teams are structured to handle both steady-state volumes and peak workloads:
- Keystrokes per hour tracked to ensure productivity targets are met without compromising accuracy
- Volume scaling available for large projects — additional operators can be added within 2-4 weeks
- Shift flexibility to accommodate time-sensitive projects or tight deadlines
- Batch and real-time processing options depending on your workflow requirements
Data Security
Data entry often involves handling sensitive information — customer records, financial data, personal details. Our security measures include:
- GDPR-compliant data handling with documented processing agreements
- ISO 27001 certified information security management
- Role-based access controls for all systems
- Encrypted data transmission
- Physical security at our Nairobi facility
- Clean desk policy for all data entry workstations
